A business system is just a fancy way of describing a step-by-step process for getting something done in your business. It’s like having a playbook or a guide that shows everyone how things work around here so you can hit your business goals. It includes different parts—like your tech tools—that work together to keep things running smoothly.
Simply put, it’s a repeatable process that your business follows to get the job done.
What Types of Systems Do Businesses Use?
Most businesses have more than one system in place. Some common examples are:
Lead capture
Employee onboarding
Opportunity management
Customer relationship management (CRM) and retention
Project management
If you’re running a nonprofit or charity, your systems might look more like this:
Board member/volunteer onboarding and engagement
Employee management
Donor outreach and stewardship
Donation processing
Grant management
Program management
Aren’t Business Systems Complicated and Expensive?
Nope! Business systems don’t have to be complicated, and they certainly don’t need tons of expensive software. Think of them like a set of instructions or checklists that help your team get things done—without needing constant training.
Of course, as your business grows, you might need more systems, and things could get more complex. But if you start with a solid foundation of well-designed systems, you’ll be able to handle that growth without stress.
5 Benefits of Good Business Systems
Onboard employees faster
With clear processes documented, new hires can hit the ground running.
Increase efficiency
Systems with built-in automations can save time on repetitive tasks.
When everyone knows exactly what to do, less time is wasted figuring things out.
Scale your business faster
More efficiency = more time to focus on growth.
Well-run systems improve customer experience, boosting repeat business and referrals.
Turn your systems into assets
Documenting your processes means anyone can step in and keep things moving.
If you ever want to sell your business, good systems make it more attractive to buyers.
You could even package your process into a workshop or course for extra income.
Save money
Systems reduce the need for extra staff (or at least delay hiring).
And since time is money, saving time saves you money, too.
What Makes a Good Business System?
A good business system focuses on the user experience. It should be designed with the human in mind, ensuring that every interaction with your business feels seamless and positive.
What Makes a Business System Successful?
Clear documentation that’s easy for your team to find and use
Regular reviews and updates to keep things running smoothly
How Do I Create a Business System?
Identify the systems your business needs
Map out your ideal process
Choose the right tools
Implement your plan
Document your system
Track, evaluate, and tweak as needed
What Does a Business Systems Specialist Do?
A Business Systems Specialist helps organizations run better by reviewing how their systems work, finding ways to make them more efficient, and sometimes building new ones. Here’s what that can look like:
Reviewing the organization’s current systems
Analyzing how systems are used and finding areas for improvement
Designing new systems tailored to the organization’s needs
Testing updates to ensure everything runs smoothly
Offering advice on managing and securing systems
Supporting the team once the system is in place
Need help getting started? Schedule a free 30-minute discovery call to find out how I can help you create the perfect systems for your business.